Credentials On The GO Privacy Policy

Last updated: October 2, 2026

This policy explains how Credentials On The GO ("COTG," "we," "us") handles information in the COTG employee mobile app and the connected credentialsonthego.com website and company workspaces. For privacy questions or requests, contact support@credentialsonthego.com.

1. Your company and COTG#

COTG helps participating companies organize employee training and credential records and make selected records available to employees and people checking their credentials. Your company creates your account, supplies and maintains your records, selects your requirements, and decides which evidence to approve. COTG operates the software and supporting services.

Your company may provide its own employee privacy notice and retain records for its own business or legal purposes. Contact your company administrator about the accuracy, necessity, or retention of an employment or training record. Contact COTG about operation of the service or requests for help exercising your privacy rights.

2. Information the service handles#

• Account and sign-in information: company code, employee number or office email, password verification data, session identifiers, account permissions, and access status. Passwords are transmitted to the service for verification; the application database stores password hashes rather than readable passwords.
• Company and employee records: names, company affiliations, job roles, employee numbers, contact details, work location or unit details, and optional profile photographs supplied by authorized company users. The employee wallet displays a limited profile; it does not display every field held by the office workspace.
• Training and credential information: assigned requirements, certificate names, issuers, completion and expiration dates, status, review history, and uploaded PDF or image evidence. Documents can contain additional information supplied by the company. Companies should supply only information necessary for the record and avoid unnecessary sensitive information.
• Support and contact information: the name, email address, company information and message you choose to submit when contacting us. Do not send passwords or unnecessary employee documents through the public contact form.
• Operational and security information: requests to the service, timestamps, sign-in and sharing events, error information, and network information handled by the hosting service. The application uses hashed network-address information and account identifiers to limit repeated sign-in attempts. Hosting access and error logs may also contain technical request information.

We receive information from you, your authorized company administrators, and operation of the app and website. The mobile app does not ask for access to your contacts, microphone, precise GPS location, or a face or fingerprint template.

3. How information is used#

We use information to authenticate users, maintain company workspaces, show authorized employee records and proof, calculate record status from the company's data, provide requested QR and email-sharing functions, respond to support requests, operate and troubleshoot the service, prevent misuse, and meet applicable legal obligations.

COTG's current mobile app contains no advertising or cross-company behavioral advertising features. The service does not sell employee information or share it for targeted advertising. The mobile app does not provide training, independently certify an employee's qualifications, or make employment decisions.

4. Who can receive information#

• Authorized company users: office users can access records according to their company permissions. Employees can access their own published wallet records.
• People who receive a QR link: choosing to show an auditor QR code makes your published profile, requirement statuses, and approved evidence accessible to anyone who possesses that link while it remains active. An auditor account is not required. Normal production links last 15 minutes and can be revoked sooner. A recipient may keep a screenshot or downloaded copy; revoking a link does not recall those copies.
• Email recipients you choose: Email proof opens your device's mail composer with the document attached and relevant employee/company details. You choose the recipients and whether to send. Your mail provider and recipients handle the message under their own terms and privacy practices. COTG cannot recall copies after you send them.
• Service providers: providers supporting hosting, storage, system operation and communications process information needed to provide those services. The website and backend are hosted through GoDaddy. COTG uses its configured business email service to handle service communications and support. Apple and Google separately handle their app distribution services; your use of their services is also subject to their privacy policies.
• Legal and protective disclosures: information may be disclosed when required by applicable law or valid legal process, or as reasonably necessary to protect the security, rights or safety of users and the service. Information may also be transferred in a business reorganization, with applicable protections and notices.

Information may be processed in countries where COTG and its service providers operate. Protections and legal requirements may differ from those where you live.

5. Device authentication and local storage#

Face ID, Touch ID and supported Android biometrics are handled by your device's operating system. COTG receives an authentication result, not your face scan, fingerprint or biometric template. The company-code, employee-ID and password sign-in method remains available.

The app stores a session identifier and your company and language preferences using device secure storage. The app clears the password from its sign-in state after a successful login. Local session information is cleared when you sign out, subject to device and operating-system behavior.

Opening or emailing proof downloads a temporary document copy to the app's local cache. Viewed proof is scheduled for removal when its viewer closes, the app locks or backgrounds, or the viewer is removed. Email attachment copies may remain cached until a later app startup performs cleanup of files older than 24 hours. Cleanup is not a guaranteed timer; interrupted execution or device behavior can delay it. Files copied to a mail app or otherwise saved outside COTG are controlled by those applications and recipients.

6. Website storage and preferences#

The office website uses session cookies for sign-in and security. Website language choices and some unsent setup preferences may be stored in your browser. These features help the service function; the current website does not include an advertising tracking feature. You can clear browser storage or cookies in your browser settings, which may sign you out or reset preferences.

7. Retention, correction and deletion#

Company records are retained to provide the service and support the company's recordkeeping instructions and applicable obligations. Security, support and operational records are retained as needed for those purposes, dispute handling and applicable legal requirements. Retention varies by record type and company requirements; the application does not automatically delete an employee's records simply because access is disabled.

Signing out removes access from that session; uninstalling the app does not delete company-held records. Employee server sessions normally expire after 30 days. QR links have a separate, shorter lifetime. Expiration of a session or link does not itself delete the underlying employee records.

For access, correction, a copy of your information, account closure, deletion, or withdrawal of an optional consent, contact your company administrator or support@credentialsonthego.com. Identify your company and employee ID and the request, but do not include your password. We may need to verify your identity and coordinate with the company responsible for the records. Applicable law, legitimate recordkeeping obligations and security needs may limit what can be removed. Backups and legally retained records may remain for their applicable retention period with restricted use.

You can stop creating QR shares, revoke an active share, decline to send an email, or use password sign-in instead of biometrics. Depending on your location and applicable law, additional privacy rights or complaint and appeal options may be available. Contact us for assistance; you may also contact the relevant privacy regulator.

8. Security#

COTG uses HTTPS for production app communication, password hashing, scoped employee sessions, company access controls and expiring QR links. Authorized administrators can reset employee access and revoke sessions or shares. No service or device can guarantee absolute security. Keep passwords and active QR links private except when you intentionally share them, and notify your administrator or COTG if you suspect unauthorized access.

9. Children and workplace use#

COTG is a workplace credential service and is not directed to children under 13. Accounts are supplied by participating companies. If you believe information about a child under 13 has been submitted, contact support@credentialsonthego.com so it can be investigated and handled appropriately. Companies remain responsible for lawful handling of records concerning their workforce, including any workers who are minors.

10. Changes and contact#

We may update this policy to reflect changes to the service or information practices. The current policy and its update date will be available at https://credentialsonthego.com/legal/privacy.html. Material changes will be communicated as required by applicable law.

Privacy and support contact: support@credentialsonthego.com. Website: https://credentialsonthego.com.